We are now seeing that the scan to email process of document distribution is not enough. Many organizations have implemented a document management and retention systems since 9/11. Not only to protect their documents in case of a disaster, but also for regulatory compliance. And the digital copier once again is being pressed into service to fulfill a gap in that workflow process.

Document management systems are in simple terms an electronic filing cabinet that is accessed via desktop or web browser applications. The challenge we face is how to get our volumes of paper scanned into these electronic file cabinets, and that is where the digital copier comes in.

Since, the digital copier already is a scanner with features like speeds up to 90 pages per minute, dual sided single pass scanning, feeder capacities of up to 150 pages, and scan page sizes up to 11 x17 inches, all we need to add is the connection to the document management system.

We at netCompass specialize in developing applications for organization to capture, process and distribute scanned documents from the digital copier:

Embedded Applications – Open Systems Architecture (OSA)

These applications run on the digital copier and give you the ability to scan and index your documents to your document management system, automated workflow, email server or database. These applications are a very cost effective way to start scanning and indexing documents from your MFP.

For example, the new SHARP Digital Imagers have the ability to create “one touch” keys on their LCD panels that allow you to choose the “cabinet” that the document is to be sent to, as well as “tag” it with the appropriate filing information. Through the use of Open Systems Architecture (OSA) applications, your ability to customize the user interface and simplify the scanning process is never been easier.

Kiosk Scanning Stations – ImageRouter Professional

These systems are becoming more and more popular in organizations where document management and retention systems have been deployed. A document can be scanned on the MFP, previewed on the kiosk, bates numbered, track for cost recovery purposes, and then routed to your document management system, burned to a cd or saved to a network folder.

An example of this type of scanning solution is the ImageRouter Professional. This is a network appliance that when connected with a digital copier, allows you to view scanned images and perform various image processing  and distribution tasks like clean-up, reorder pages, burn the scanned document to cd-rom or route to a variety of document management systems or electronic workflow processes.

As you begin, or if you are already in the process of evaluating technology for document management systems or electronic workflow design, remember that when it comes to scanning and routing documents your digital MFP can be one of the most important assets.

We are committed to providing organizations with the most efficient applications for capturing, processing and distributing scanned documents.